Salesforce Data Entry Automation Case Study

  • August 16, 2022
  • Girikon
Background

The client is a not-for-profit organisation based in Australia and works toward providing resources to single mothers and their children to improve their quality of life.

The client required assistance with a number of system administration related tasks as they had limited knowledge internally and approached Girikon to assist with the implementation and optimizing their Salesforce instance. The client had been using Salesforce Nonprofit Success Pack (NPSP), which Girikon was more than capable of assisting with due to their extensive experience in consulting for the not-for-profit sector. As Girikon team members are based both onshore and offshore, they offer competitive pricing without compromising on the service quality.

With years of experience in providing consultation and implementation services for the not-for-profit sector, team Girikon fully understands the needs and requirements of clients. As a part of their corporate social responsibility, Girikon also participates in the “Pledge 1%” initiative wherein participants are required to pledging pledge 1% of their time, resources, and services to aid people from the marginalised communities.

About the client

The client is a not-for-profit organisation based in Australia and works to improve the quality of living for single mothers, who often lead households with insufficient funds. The client actively promotes social change by lobbying the government to destigmatise the stereotypes surrounding single mothers. The client also partners with government agencies such as the Victorian Department of Education and Training to aid single mothers in their time of need.

The Problem

During the initial discovery phase of the project, some pain points were identified, which could be addressed directly through Salesforce NPSP.

  • Campaign Monitor is not synchronising with Salesforce.
  • Currently, no view on how many unique constituents have contacted the client the last financial year.
  • There is little automation on the case object and much of the data entry is unnecessarily manual.
  • No view on which regions the constituents are from, which would be used for better resource management.
  • Duplicate records are being found on the account and contact objects.
The solution

Girikon successfully found solutions for the client, based on the initial discovery in which the problems were discussed at length.

Lead Management

  • Customisation of lead objects
  • Creation of custom fields
  • Automatically populating fields based on the address of constituents
  • Address validation

Account Management

  • Customisation of account objects
  • Customisation of record type and page layout
  • Creation of custom fields
  • Adding campaign member
  • Creation of standard and custom reports and dashboards
  • Duplication management

Contact Management

  • Customisation of contact object
  • Creation of custom fields
  • Generation of standard reports on the contact’s email preferences
  • Duplication management
  • Auto-update the information from cases to existing contact records
  • Automatically format fields, such as phone number to the meet standard pattern

Web to Case Management

  • Configuration of web to case form (Membership Registration Form)
  • Capturing the contact information of new members
  • Validation rules to receive only valid information

Case Management 

  • Creation of custom fields
  • Create standard reports and dashboards
  • Creation of a custom report which captures unique interactions between contacts and the organisation per financial year
  • Modification of record types
  • Modification of page layouts
  • Auto-populate fields

Integration with Campaign Monitor

  • Field Mapping from Campaign Monitor
  • Synchronization of Campaign Monitor with Salesforce Nonprofit Cloud
  • Salesforce reports which include information from Campaign Monitor
  • Stopping data being overwritten by Campaign Monitor

Organisation Security

  • Implementation of Multi-Factor Authentication (MFA)
  • Creation of user manual to show how to set-up new users with MFA
The Outcome

With the auto-population of fields in the case and contact objects, the client has reduced the amount of data to be manually entered, saved valuable time, and reallocated resources to more productive activities. The auto-population of a “Region” field under the account based on a given address allowed the client to better track where their resources are used the most, and which regions need better representation.

Besides, custom reports were also built for the client, giving them a view of which unique constituents had not contacted them in the last financial year. This feature also allowed the client to note which members to follow up. The integration of Campaign Monitor with Salesforce has made it convenient for the client to check which constituents received emails, and which campaigns they are associated with.

The final product was completed in a time-effective manner, making the client very satisfied with the results.

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